BN-CO-102 Field Organization

Table of Contents

1. Introduction
2. Field Construction Personnel YC-YL
3. Typical Construction Organization Chart (Att. 1).
4. Field Organization Departmental Structure and Job Descriptions
5. Abbreviation of Job Titles
6. Attachment

1. Introduction

The Home Office Construction Department, supported by other departments, provides fully manned field organizations for each project in accordance with the field organization chart which has been prepared by the Home Office Construction Department during the proposal phase. The organization is flexible and tailored to the type, size, complexity and location of the job by the Manager of Construction, such tailoring does not relieve assigned personnel of any responsibilities as detailed in the Field Construction Manual.

2. Field Construction Personnel YC-YL

There are two categories of field construction personnel, i.e. YC employees and YL employees.

YC employees are employed by the home office and are permanent construction employees of Company

YL employees are employed by either the home office or the field office and are temporarily employed for specific duties on a construction project. For projects in countries where there is a Company office, YL personnel may be employed by that office.

3. Typical Construction Organization Chart (Att. 1)

This chart illustrates the normal divisions of responsibilities and is meant to indicate functions rather than actual personnel.

On small jobs, one man may handle two or more functions while on large jobs a function may require a group of personnel.

4. Field Organization Departmental Structure and Job Descriptions

A field organization is generally divided into departments such as general management, site operations, site engineering, site control/subcontracts administration, site administration, with safety and quality assurance as staff functions directly reporting to the Project Construction Manager.

The following is a detailed list of such departments and the functions therein:

4.1 General Management

4.1.1 Project Construction Manager

4.2 Operations

4.2.1 Construction Superintendent

4.2.2 Area Superintendent

4.2.3 Construction (Discipline) Specialist

4.3 Safety

4.3.1 Site Safety Engineer (Manager)

4.4 Site Engineering

4.4.1 Site Engineer

4.4.2 Office Engineer

4.4.3 Engineering Assistant

4.4.4 Piping Engineer (site)

4.4.5 Field Engineer

4.4.6 Quality Assurance Manager

4.4.7 Quality Assurance Engineer

4.4.8 Welding Inspector

4.4.9 Authorities Engineer

4.5 Site Control and Subcontracts Administration

4.5.1 Subcontracts/Control Manager

4.5.2 Planning Engineer (site)

4.5.3 Cost Engineer (site)

4.5.4 Subcontracts Administrator

4.5.5 Quantity Surveyor

4.5.6 Specialist Engineer

4.6 Site Administration

4.6.1 Office Manager

4.6.2 Materials Supervisor

4.6.3 Site Buyer/Expeditor

4.6.4 Site Accountant

4.6.5 Time Controller

4.6.6 Secretary/Typist

4.6.7 Materials Administrator

4.6.8 Materials Checker

4.6.9 Piping Materials Control Coordinator

The following sheets include a detailed for each of the functions listed above.

4.1.1 Position Title:

Project Construction Manager

Organization:

Reports to the Project Manager. Is assigned to the project from inception in the home office to completion of field activity.

Summary:

Represents Company in the field with full authority and responsibility for the successful completion of the construction phase of the project in accordance with drawings, specifications, terms of contract, budget, schedule and company policies.

Responsibilities:

• Represents Company in its construction relationships with clients, subcontractors, local authorities and others.
• Bears topline management responsibility for safety and ensures proper attention to security and environmental control during construction.
• Delegates authority and responsibility to team members ensuring all tasks are carried out properly.
• Is active in the overall coordination, planning, maintenance of quality, progress and cost control of the construction phase of the work. Ensures that he is kept informed on a current basis through regular meetings, timely submission of reports and personal site inspection.
• Sees that regular meetings are held with client and that they are kept properly informed under the contract.
• Assures the maintenance of harmonious relations between all parties on the job.
• Ensures that timely and accurate reports are made to the client and home office.

4.2.1 Position Title:

Construction Superintendent

Organization:

Reports to the Project Construction Manager. Assigned to site from start of main field operations to completion of field activity.

Summary:

Supervises all operational aspects of field construction. Sees that subcontractors achieve planned production in conformity with safety, quality and environmental requirements.

Responsibilities:

• Organizes, coordinates and directs the field construction activities in accordance with construction schedules. Allocates resources as necessary.
• Supervises safety and environmental control during construction in close coordination with the Safety Manager.
• Supervises staff of construction specialists. Ensures quality control procedures are properly applied.
• Maintains good relations between subcontractors.
• Ensures close contact with other field departments to ensure proper flow of engineering documentation, materials and equipment to support operations effort.
• Ensures his staff has proper understanding of progress measurement and cost control procedures and that they fulfil their responsibilities in relation to these procedures.

• Sees that subcontractors achieve planned production in the area in conformity with safety and quality requirements.
• Ensures prompt corrective measures are established and implemented for problems and reports on problems to the Construction Superintendent.
• Inputs into planning and scheduling as required, both site-wide and for the subcontractors working in the designated area.
• Inputs as required into subcontract administration. Authorized to raise Extra Work Authorizations for subcontractors.
• Utilizes the services of Construction Specialists/Supervisors and Field Engineers for the fulfilment of his responsibilities.

• Monitors production within the specific discipline. Ensures adherence by subcontractor to key schedule dates.
• Monitors subcontractors safety and environmental control.
• Monitors subcontractor quality control.
• Checks manpower levels and construction equipment/tool availability of subcontractor.
• Advises subcontractor on construction methods with particular emphasis on compliance with safe working procedures.
• Reports problem areas to the Construction Superintendent.
• Interfaces with other site departments, particularly subcontract administration, planning, materials and engineering, to maintain proper support for and control of subcontractor.
• Participates in inspection of the work, prepares completion punch lists.

• Ensures that all Company and subcontractor operations are carried out in a safe and environmentally controlled manner.
• Participates in preparing the site safety plan. Sees that the plan is kept up-to-date and reflects all site operations and environmental requirements.
• Reviews and approves subcontractor safety, environmental and loss prevention programs. Ensures that all Company, government and client regulations are properly addressed and carried out.
• Arranges induction program stressing safety and environmental issues for all personnel at site. Organizes regular safety meetings attended by Company, client and subcontractor representatives.
• Regularly inspects all Company and subcontractor activities and operations to assure that these are carried out in a safe and environmentally controlled manner. Reports irregularities to Project Construction Manager and line supervision and advises on corrective measures.
• Advises the Project Construction Manager to stop work which is not executed in a safe manner.
• Sees that proper reports are made to the Project Construction Manager and inputs safety and loss prevention data into the regular monthly report.

• Ensures proper distribution of all certified engineering documentation. Sees that outdated documentation is recovered and destroyed.
• Interprets engineering documentation for the subcontractors as required. Provides liaison with Company home office engineering.
• Establishes quality assurance procedures and their implementation to ensure compliance with the specifications.
• Arranges presence of vendor's representatives as required and controls their length of stay.
• Summarizes and combines inspection punch lists into master Company punch list. Distributes to subcontractors for implementation. Offers completed work to client for inspection and administers client punch lists with subcontractors
• Sees that all inspection and test records are properly administered and processed as required at job completion.
• Ensures that the applicable procedures for dealing with authorities are properly implemented and adhered to by the field personnel concerned.
• Maintains up-to-date records of all authority documents and correspondence, and ensures that all required documents have been collated for authority inspection.
• Supervises Commissioning Engineers in their work.
• Prepares and compiles the final construction report.

• Ensures a timely flow of drawings and specifications to all Company field staff and to subcontractors and keeps accurate records of the distribution.
• Sets up and keeps current a reference file of all project drawings and specifications in the field office for use by all parties.
• Maintains proper files of all inspection records and tests.
• Maintains engineering correspondence files between all parties (home office, subcontractors, client, and authorities).
• Checks daily manpower reports from subcontractors and prepares the Company Daily Field Force and Equipment Reports.
• Handles contacts with vendors concerning drawings, material or equipment discrepancies and provides input for the preparation of backcharges, where necessary.
• Controls job reproduction and printing facilities.

• Is responsible for dating, recording and distributing all prints and drawings received in the Engineering Department and distributes drawings and engineering supplies as required.
• Maintains a stick file system of all current drawings.Maintains a complete and current master system of files containing all drawings, specifications and related data.
• When new and/or revised drawings and/or information is issued, makes certain that all void documents are recovered from subcontractors.
• Maintains a complete file of one copy of all void drawings and engineering information.
• May be required to perform simple drafting duties such as drawing simple sketches, lettering signs, etc.
• Handles the printing requirements of the engineering section.
• Arranges for maintenance of printing facilities at prescribed intervals or when break down occurs.

• Monitors subcontractor's piping engineering and drafting work and answers day-to-day questions from subcontractor.
• Ensures that subcontractor's small bore detailing and steam tracing layouts conform to Company requirements.
• Maintains liaison with home office piping design office.
• If necessary, prepares sketches for field piping changes.
• If changes in piping materials requirements occur, communicates these to materials control department.
• Participates in the pipe testing program and assists in inspection.

• Is responsible for scheduling and executing surveying services which provide the erection forces with reference points and elevations for construction purposes and checks them after installation.
• Assists Area Superintendents and Construction Specialists/Supervisors in handling engineering questions on a day-to-day basis.
• Takes part in site safety program and bears responsibility for safety as is delegated to him.
• If necessary, sees to it that technical problems are brought to the attention of the Site Engineer.
• Ensures proper technical control of construction operations and sees that specified tests are made for quality control.
• Carries out inspection of equipment upon arrival at the site, specifically the control of nozzle and anchor bolt holes orientation with the assistance of the Construction Specialist.
• Requests local authority inspection, if applicable, via the Site Engineer, after first having performed his own inspection and arranges for the issue of inspection and test certificates.
• Makes use of job check lists and punch lists to check quality and completeness of the installed work.

• Administers and implements the applicable procedures and assures that all activities related to quality at the site are performed in compliance with the requirements of specifications, codes and standards.
• Evaluates the effectiveness of the procedures through monitoring and audits, taking corrective action as required.
• Resolves quality control problems identified by QA/QC personnel and recommends or provides the method of solution.
• Through the Project Construction Manager may stop work on which non-conformance exists and release work when the resolution has been agreed.
• Authorizes and approves all inspection reports to be submitted to client.
• Assists the home office and/or third party auditors during quality audits at the site.
• Approves subcontractor quality plans.
• Assures the compilation and maintenance of all quality related records.

• Monitors subcontractor quality control.
• Sees that all requirements of Company quality assurance procedures are carried out.
• Prepares reports on all quality assurance and quality control related matters in his discipline.

• Monitors all aspects of subcontractor welding performance.
• Ensures availability and qualification of all necessary welding procedures.
• Ensures radiographic and other testing, if required, are properly carried out.
• Sees that subcontractor keeps all necessary records relative to welders employed, as signed symbols, correlation of symbol to weld, welds completed, welds inspected, weld repairs, rejection rates per welder and overall and any other required welding statistics.
• Monitors all aspects of weld heat treatment.
• Inspects welding machines and apparatus at frequent intervals to ensure that mechanical deficiencies do not cause weld quality and/or safety problems.
• Inspects the storage and identification and care of welding electrodes, wire, gases, etc.

• Works in close cooperation with the Home Office Authority Engineer.
• Ensures that the applicable procedures for dealing with local authorities, such as "Stoomwezen" and "Hinderwet" in Holland and "Technischer Überwachungs Verein" (TÜV) in Germany, etc. are properly implemented and adhered to by the field personnel concerned.
• Keeps safety and quality requirements uppermost in mind when performing other duties relative to authority requirements.
• Maintains up-to-date records of all authority documents and correspondence, and ensures that all required documents have been collated for authority inspection.
• Obtains approval on items subject to field inspection from local authorities.
• Sees that all documents relative to authority approvals and inspections are included in test loop dossiers and other packages suitable for handing over to client.

• Prepares the subcontracts plan.
• Directs and coordinates the preparation of subcontract packages.
• Ensures that the subcontract progress and cost control structures have a sound technical, financial and economical basis and that the proper control systems are selected.
• Prepares subcontract bid tabulations, including sensitivity studies.
• Participates in project planning and scheduling of work related to subcontracts, as well as reviewing detailed plans, schedules and manpower loadings submitted by subcontractors. Ensures conformity with overall plan and milestones.
• Organizes and maintains a complete file of all bid and contract documents, minutes of meetings and correspondence between Company and bidders/selected subcontractor.
• Reviews extra work authorizations to ensure conformity with contract. Negotiates unit rates for extra work if necessary.
• Reviews claims, recommends conditions of settlement with subcontractor, leads negotiation of claim to settlement.
• Administers all cost aspects of the field work both with the subcontractor and with client, if necessary.
• Inputs into regular monthly cost and progress reports and into the final construction report.
• Identifies schedule and cost problem areas and communicates them to the Project Construction Manager.
• Approves invoices for regular progress payments.
• Makes sure that subcontracts are properly closed out and that final purchase order amendment is issued.

• Liaises with home office in developing schedule information relative to engineering documentation and equipment delivery. Ensures regular flow of key schedule and cost information back to proper home office.

• Continues to develop and keeps updated the schedules that are started in the home office in order to monitor and trend site activities.
• Ensures that all subcontractor produced schedules are passed to him for assessment and that milestones called for by the Company schedule are fully attainable. Ensures that subcontractor schedules are in sufficient detail to permit optimum use by subcontractor and proper monitoring and trending by Company.
• Interfaces with Company construction supervisors, keeps informed of their thinking, aids in achieving optimum communication between Company and subcontractors relative to planning and scheduling.
• Keeps safety requirements uppermost in mind when performing other duties relative to his position.
• Participates in weekly meetings with subcontractors at which a three-week look-ahead schedule, prepared by the subcontractor, is the key document. The previous week's progress is carefully assessed.
• Ensures that subcontractor furnishes as required, all manhour, production and progress information necessary to evaluate his performance.
• By continuous resource to expediting and other reports, maintains a constant awareness of the actual and "due at site" dates of equipment, certified drawings and bulk materials.
• Provides input as required for Company monthly construction report. Flags areas of concern relative to schedule to site management.
• Develops with field management and subcontractors any detail schedules, records or other information if the need arises.

• Continually analyses and monitors cost against budget and ascertains cost trends, flagging problem areas to the Subcontracts/Control Manager and home office Cost Control.
• Participates in evaluating and reporting engineering changes which affect field labor and material quantities or schedules so that these can be suitably input to cost reports and/or trended.
• Participates in setting up each subcontract cost reporting structure on the field computer.
• Follows up with each subcontractor on a weekly basis, progress achieved resulting in cost incurred. Inputs weekly cost to field computer.
• Agrees content of monthly invoices with subcontractors. Prepares payment certificates for proper approval.
• Provides input to monthly site cost report.
• Sees that Extra Work Authorizations, Field Requisitions and Field Purchase Orders are properly priced and coded for accounting and cost report purposes.
• Makes special cost studies as required for problem areas, claims, change orders and backcharges, etc.
• Accumulates quantity and cost information for the final construction report and assists the Site Engineer in the preparation of this report.

• Aids in the preparation of subcontract packages.
• Prepares subcontract bid tabulations including sensitivity studies.
• Organizes and maintains for each subcontract a complete file of all bid and contract documents, correspondence, minutes of meeting and other pertinent documents.
• Reviews extra work authorizations to ensure conformity with contract. Negotiates unit rates for extra work, if necessary.
• Reviews claims, recommends conditions of settlement.
• Ensures subcontracts are properly closed out and that final purchase order amendment is issued.

• Is responsible for maintaining accurate and current records of work items as completed by the various subcontractors.
• Keeps control on scope of work quantities for adjusting the subcontract purchase order value, if required.
• Checks if subcontractor's measurement complies with contract conditions.
• Prepares and agrees with subcontractors on progress for payment purposes.
• Agrees on quantities and valuation of Extra Work Authorizations.

• Planning Engineer
• Cost Engineer
• Subcontracts Administrator

• Ensures that all accounting functions are properly administered. Processes all subcontractor invoices for payment.
• Supervises and directs guard service.
• Ensures project security procedure is properly applied.
• Oversees the Materials Supervisor in his duties. Ensures that materials furnished free issue reaches the erection contractors on time and that all material records are properly kept.
• Inputs accounting and financial information into monthly reports from field. Prepares regular forecasts of funds required. Sees that proper liaison is maintained with home office accounting.
• Oversees the Site Buyer/Expeditor in his duties and ensures that field purchasing is done in accordance with company standards and policy.
• Looks after Company staff personnel affairs and general services. Sees that proper liaison is maintained with home office construction department.
• At job completion, ensures that all financial, accounting and material matters are properly finalized and that all necessary records are transmitted to proper parties.

• Arranges in good time for facilities and equipment for unloading and storage, keeping close contact with customs, harbor and road authorities, local transport/expediting firms and the like to ensure smooth and uninterrupted deliveries.
• Supervises warehouse operations. Sees that receiving reports are made, that stock records are properly maintained and that material is recorded as issued.
• Keeps safety requirements uppermost in mind in performing all duties within his responsibility.
• Sees that materials and equipment are properly cared for in storage.
• Sees that proper liaison is maintained with home office, keeps himself informed on status of all material delivery and properly informs subcontractors.
• Analyzes piping material control computer reports from the home office.
• Checks field requisitions for purchase against stock and previously placed purchase orders to avoid duplication.
• Identifies material delivery problems and promptly communicates them to proper parties.
• Upon project completion, is responsible for the preparation of material surplus lists and the disposition of surplus and scrap, in conjunction with the Office Manager.

• Maintains liaison with home office Procurement Department, on purchasing policies. Makes any local purchases required by the home office as defined on properly approved Requests for Purchase.
• For site purchases, prepares properly coded purchase requisitions for approval by the Project Construction Manager and lient, if required.
• Develops lists of local approved suppliers and compares bids and prices for review by the Project Construction Manager and/or Site Engineer.
• Awards and issues site purchase orders to selected vendors or successful bidders.
• Expedites timely deliveries of material ordered for the site.
• Fulfils administrative and recording functions, in accordance with the site purchasing procedure.
• Supplies to the home office the site input on home office purchase orders for the periodical expediting reports and delivery status reports.
• Submits the site purchase commitments each month to the Cost Engineer.

• Performs all accounting functions at site as required by the project accounting procedure.
• Is in liaison with the home office Accounting Department on all site financial and accounting matters. Keeps the Office Manager fully informed.
• When directed, performs audits or helps with audits made by the home office.
• Receives, registers, verifies and processes invoices for payment for all field purchase orders and home office purchase orders, which require field control.
• Performs other accounting responsibilities as required by contract.

• On a twice daily basis, checks time, man power and equipment of subcontractors who work on a time and material basis.
• For all other subcontractors, checks actual manpower on site against subcontractor's reports.
• Keeps attendance records on Company staff personnel and ensures the timely submission of weekly timesheets, from Company staff, to the home office.

• Takes dictation, by shorthand or tape, and types various correspondence, reports, minutes of meeting, etc.
• Maintains the filing system in a timely way.
• Operates fax/telex and telephone switchboard, if necessary.
• Performs general clerical tasks as required.

• Ensures proper distribution and filing of Materials Receiving reports, Over, Short and Damage reports and correspondence relative to materials receiving.
• Administers all paperwork recording issues of materials to subcontractors.
• Maintains warehouse stock record.
• Ties all activities into Company piping materials control system as required by project procedures.
• Compiles and updates registers showing status of home office requisitions, purchase orders, field requisitions, materials receipts, latest expediting information and returnable items.
• Checks field requisitions for purchase against stock and previously placed purchase orders, to avoid duplication.
• Compares materials requests from subcontractors with summary of issued materials to avoid double issue.

• Checks quantities and materials condition upon receipt.
• Ensures proper storage and identification of materials.
• Controls materials against requisitions and purchase orders.
• Signs delivery tickets.
• Issues materials to subcontractors upon requisitioning.
• Checks color coding of materials.

• Requests computer reports from home office showing availability of received materials for piping prefabrication.
• Utilizing computer, issues piping materials to subcontractor for prefabrication and erection. Reconciles issued quantities.
• Ensures correct and prompt input of Materials Receipt Notices, Picking Lists, Foremen's Requisitions and Warehouse Transfers.
• Analyzes PMC computer reports and reports problem areas to the home office.